Training session on conservation assessment surveys

Authored by Sonya Issaeva and Kathy Lechuga

Workshop on Identifying and Describing Condition Problems in Circulating

Collections Volumes

Context:
Middle Eastern Program Collection (circulating), Perry Castaneda Library

Duration:

One full day

Format:

Roundtable, conducted in a large conference room

Audience:

Librarians who are interested in preservation issues

PA students

School of Information students interested in preservation issues

Relevance:

One of the major components of assessing the condition of circulating volumes in the Middle Eastern Program Collections, PCL, is conducting an item-level survey of the collection. As part of the proposed assessment two student technicians would have to examine the physical condition of a book, identify the existing problems, enter the information into a survey form and choose the appropriate preservation action, listed on the survey form. The workshop could provide a practical training opportunity for technicians, who will be taking over the survey project. On a broader level, it is important for library, archive and museum professionals, who are interested in working with preservation projects and programs, to have familiarity and a level of comfort with examining materials in their collections for condition problems.

Workshop Preparation:

• In preparation for the workshop, the instructors need to pull a substantial number of books from the shelves. There should be 3 books for an instructor-led demonstration, and 3 books for each workshop participant to use in an individual activity. The 3 books in a group should illustrate a variety of condition problems in different stages of severity. The instructors should also set aside about 10 extra books, so if some participants are done with their individual exercise early, while many others are still working, they can get an extra book to keep them busy.

• The instructors should also prepare several handouts and place them into individual packets to be given to each participant. One handout should be a blank survey form to keep as a record, another handout should be the survey form with additional explanatory notes, definitions and tips typed on it to refresh memory of workshop in minds of participants. The packet should include a list of preservation resources that offer relevant information and archival products, like NEDCC Preservation Leaflets, or Gaylord Library Suppliers. A copy of the Powerpoint presentation with space for taking notes and a pencil should also be included in the individual participant's folder.

• Snacks and hot beverages should be provided for the coffee break. Sodas and water should be provided for the duration of the workshop

• The instructors should prepare a form that could be filled out by the participants to evaluate instructor performance and workshop structure

Workshop Structure:

1) Introduction and brief lecture

• The instructors and workshop participates introduce themselves and say a few words about what they do, how it relates to preservation and how this workshop might inform their work.

• The instructors go through a short Powerpoint presentation with many photo examples of common condition problems in circulating collections volumes, differentiating between problems that arise from patron use and problems that come about as a result of inherent vice in materials, from which the books are made. Appropriate preservation actions for the different condition problems, such as reformatting, boxing and book repair, are discussed.

2) Instructor demonstration

• The instructors and workshop participants gather in a close group around the table, so that the instructors can demonstrate and discuss physical condition problems in the books that they have pre-selected for the purpose of this presentation.

Short break for tea, coffee, snacks and conversation: 10-15 min, refreshments provided

3) Individual exercise

• The instructors hand out groups of 3 books to each individual participant and have them examine the books an fill out a survey form for each book. The instructors circulate throughout the room and check in with participants about their progress and answer possible questions.

• The workshop breaks for lunch at this point. While the participants are at lunch, the instructors will examine the books, look at the filled out forms and see if there are serious misunderstandings or difficulties.

Lunch - 1 hour, participants get their own lunch outside the facility

4) Evaluation:

• When the participants come back from lunch they will talk about one of the books that they examined and discuss their decision-making process while filling out the survey form. This helps the instructors evaluate the level of understanding and comfort that the participants have about the survey process. This active evaluation also helps access whether the survey tool is successful and whether instruction is clear and satisfying for the participants
• Final questions are answered. The instructors give a short 'wrap-up' and 'conclusions' statement

• In the end of the workshop the participants fill out a short instructor evaluation form